U.S. patent application number 10/606770 was filed with the patent office on 2005-04-07 for document storage.
This patent application is currently assigned to Hewlett-Packard Development Company, L.P.. Invention is credited to Beresnevichiene, Yolanta.
Application Number | 20050076293 10/606770 |
Document ID | / |
Family ID | 9939630 |
Filed Date | 2005-04-07 |
United States Patent
Application |
20050076293 |
Kind Code |
A1 |
Beresnevichiene, Yolanta |
April 7, 2005 |
Document storage
Abstract
The present invention provides a document storage specification
generator apparatus (2) for generating a storage specification (14)
for a document (10), the document (10) having associated with it at
least one storage label (12), the apparatus (2) comprising a
storage specification template database (4) for determining storage
specification templates according to storage labels associated with
documents, a rules database (6) comprising rules for resolving
conflicts between conflicting storage specification templates and a
storage specification generator (8) for generating a storage
specification (14) for the document (10) therefrom. A corresponding
method, which may use specification fields, and appropriately
programmed computer apparatus is also disclosed.
Inventors: |
Beresnevichiene, Yolanta;
(Bristol, GB) |
Correspondence
Address: |
HEWLETT PACKARD COMPANY
P O BOX 272400, 3404 E. HARMONY ROAD
INTELLECTUAL PROPERTY ADMINISTRATION
FORT COLLINS
CO
80527-2400
US
|
Assignee: |
Hewlett-Packard Development
Company, L.P.
|
Family ID: |
9939630 |
Appl. No.: |
10/606770 |
Filed: |
June 27, 2003 |
Current U.S.
Class: |
715/255 ;
707/E17.008 |
Current CPC
Class: |
G06F 16/93 20190101 |
Class at
Publication: |
715/514 |
International
Class: |
G06F 017/00 |
Foreign Application Data
Date |
Code |
Application Number |
Jul 2, 2002 |
GB |
0215198.3 |
Claims
1. A document storage specification generator apparatus for
generating a storage specification for a document, the document
having associated with it at least one storage label, the apparatus
comprising a storage specification template database for
determining storage specification templates according to storage
labels associated with documents, a rules database comprising rules
for resolving conflicts between conflicting storage specification
templates and a storage specification generator for generating a
storage specification for the document therefrom.
2. A document storage specification generator according to claim 1,
in which the apparatus comprises a hierarchy database having a
specification template hierarchy and rules database comprises
hierarchy rules for reconciling storage specification template
conflicts according to the relative storage specification
hierarchy.
3. A document storage specification generator according to claim 1,
in which the rules database comprises inter-label storage
specification template conflict resolution rules.
4. A document storage specification generator according to claim 1,
in which a storage specification template comprises a plurality of
fields.
5. A document storage specification generator according to claim 4,
in which the apparatus is configured whereby the rules database
provides default entries for uninstantiated fields in the storage
specification template.
6. A document storage specification generator according to claim 4,
in which the apparatus is configured whereby if there is an
uninstantiated field in the storage specification template a user
query is referred to a user interface.
7. A document storage specification generator according to claim 1,
in which the apparatus is configured whereby if the rules database
determines that a conflict between storage specification templates
exists, but that no rule is provided to reconcile the conflict, a
user query is generated to a user interface.
8. A document storage specification generation method, for
generating a storage specification for a document, the document
having associated with it at least one storage label, the method
comprising the steps of determining at least one storage
specification field according to storage labels associated with
documents, resolving conflicts between conflicting storage
specification fields by applying rules from a rules database and
generating a storage specification for the document therefrom.
9. A document storage specification generation method according to
claim 8, in which the at least one storage specification field is
of a storage specification template.
10. A document storage specification generation method according to
claim 9, in which there is a hierarchy database having hierarchies
of specification templates and the rules database comprises
hierarchy rules for reconciling storage specification template
conflicts according to the relative storage specification
hierarchy.
11. A document storage specification generation method according to
claim 10, in which the rules database comprises inter-label storage
specification template conflict resolution rules.
12. A document storage specification generation method according to
claim 11, in which the hierarchy rules are applied before the
inter-label storage specification template rules.
13. A document storage specification generation method according to
claim 9, in which a storage specification template comprises a
plurality of fields.
14. A document storage specification generation method according to
claim 13, in which the rules database provides entries for
uninstantiated fields in the storage specification template.
15. A document storage specification generation method according to
claim 13, in which if there is an uninstantiated field in the
storage specification template a user query is referred to a user
interface.
16. A document storage specification generation method according to
claim 9, in which if it is determined that a conflict between
storage specification templates exists, but that no rule is
provided to reconcile the conflict, a user query is generated to a
user interface.
17. A document storage specification generation method according to
claim 9, in which a storage specification for the document is
output and associated with the document.
18. (Cancelled)
19. (Cancelled)
20. A computer apparatus programmed to operate according to the
method of claim 8.
Description
[0001] The present invention relates to document storage
specification generator apparatus, to methods for generating
document storage specifications, and to programmed computer
apparatus for carrying out such methods.
[0002] Many organisations produce large amounts of digital
documents in the normal course of business. Keeping track of such
documents therefore becomes an ever growing problem. One method
used to address this problem is to store digital documents in
document repositories, such as computer memories or data carriers
for computers, with each document having associated with it a label
to assign each document to a class from a number of pre-determined
document classes. A storage specification is then derived according
to the specifics of this class. For instance, a document may have a
label assigned according to its document type, which can be
selected from
[0003] word processing document
[0004] spreadsheet document
[0005] database document
[0006] encrypted document
[0007] and the specification template may specify a retention
period for the document according to its class, for instance as
follows:
1 word processing document 6 years spreadsheet document 6 years
database document 3 years encrypted document 10 years
[0008] Such a method may be suitable when there is a relatively
small number of classes and little or no overlap between them.
However, in practice, in many business environments there exist
numerous types of documents, not always falling within a particular
class. This would require a separate storage specification for each
document type, which quickly becomes untenable. Further, there is
no mechanism to manage overlaps between document
specifications.
[0009] While in an ideal world overlaps in large organisations
could be avoided by all systems administrators ensuring that such
specifications do not overlap, in practice this is administratively
burdensome and unlikely to occur. Furthermore, it would not address
the issue of reconciling storage specifications from different
organisations or individuals where such cooperation is even less
practicable.
[0010] It is, therefore, an aim of preferred embodiments of the
present invention to obviate or overcome a disadvantage of the
prior art, whether referred to herein or otherwise.
[0011] According to the present invention in a first aspect, there
is provided a document storage specification generator apparatus
for generating a storage specification for a document, the document
having associated with it at least one storage label, the apparatus
comprising a storage specification template database for
determining storage specification templates according to storage
labels associated with documents, a rules database comprising rules
for resolving conflicts between conflicting storage specification
templates and a storage specification generator for generating a
storage specification for the document therefrom.
[0012] Suitably, the apparatus comprises a hierarchy database
having hierarchies of specification templates and the rules
database comprises hierarchy rules for reconciling storage
specification template conflicts according to the relative storage
specification hierarchy.
[0013] Suitably, the rules database comprises inter-label storage
specification template conflict resolution rules.
[0014] Suitably, a storage specification template comprises a
plurality of fields.
[0015] Suitably, the apparatus is configured whereby the rules
database provides default entries for uninstantiated fields in the
storage specification template. Alternatively, the apparatus is
configured whereby if there is an uninstantiated field in the
storage specification template a user query is referred to a user
interface.
[0016] Suitably, the apparatus is configured whereby if the rules
database determines that a conflict between storage specification
templates exists, but that no rule is provided to reconcile the
conflict, a user query is generated to a user interface.
[0017] According to the present invention in a second aspect, there
is provided a document storage specification generation method, for
generating a storage specification for a document, the document
having associated with it at least one storage label, the method
comprising the steps of determining at least one storage
specification field according to storage labels associated with
documents, resolving conflicts between conflicting storage
specification fields by applying rules from a rules database and
generating a storage specification for the document therefrom.
[0018] Suitably, the at least one storage specification field is of
a specification template.
[0019] Suitably, a hierarchy database having hierarchies of
specification templates and the rules database comprises hierarchy
rules for reconciling storage specification template conflicts
according to the relative storage specification hierarchy.
[0020] Suitably, the rules database comprises inter-label storage
specification template conflict resolution rules.
[0021] Suitably, the hierarchy rules are applied before the
inter-label storage specification template conflict resolution
rules.
[0022] Suitably, a storage specification template comprises a
plurality of fields.
[0023] Suitably, the rules database provides default entries for
uninstantiated fields in the storage specification template.
Alternatively, if there is an uninstantiated field in the storage
specification template a user query is referred to a user
interface.
[0024] Suitably, if it is determined that a conflict between
storage specification templates exists, but that no rule is
provided to reconcile the conflict, a user query is generated to a
user interface.
[0025] Suitably, a storage specification for the document is output
and associated with the document. According to the present
invention in a third aspect, there is provided a computer apparatus
programmed to operate according to the method of the second aspect
of the present invention.
[0026] The present invention will now be described, by way of
example only, with reference to the Figures that follow; in
which:
[0027] FIG. 1 is a schematic functional illustration of an
apparatus according to an embodiment of the present invention.
[0028] FIG. 2 is a functional flow diagram illustrating a method of
an embodiment of the present invention using the FIG. 1
apparatus.
[0029] FIG. 3 is a schematic illustration of a computer apparatus
for use with the present invention.
[0030] Referring to FIG. 1 of the drawings that follow, there is
shown a document storage specification generator apparatus 2
comprising a storage specifications template database 4, a rules
database 6 and a storage specification generator 8. Rules database
6 contains hierarchy rules 6A and inter-label conflict resolution
rules 6B. Each of the storage specification templates database 4
and rules database 6 is in communication with storage specification
generator 8.
[0031] Also shown in FIG. 1 is a representation of a digital
document 10 which, by way of example, could be a MICROSOFT WORD.TM.
document, a drawing, data for a database or any other digital
document. Typically when it is ready for storage, but optionally at
any time during the lifetime of the digital document 10, it has
attached to it a number of labels indicated in FIG. 1 by references
12A, 12B and 12C, and collectively by reference numeral 12.
[0032] The output of document storage specification generator 2 is
a storage specification 14 associated with document 10, which
generally is stored in a document repository indicated by reference
numeral 16.
[0033] Referring now to FIG. 2 of the drawings that follow, there
is shown a functional flow diagram illustrating a method of
operation of the apparatus 2 according to the present
invention.
[0034] In step 20 the labels 12 are associated with document 10 by
a user (not shown). The labels 12 may be stored separately from
document 10 with a cross-reference thereto, but generally it is
more convenient for them to be stored as part of the indexing of
document 10.
[0035] The labels 12 associated with digital document 10 can, for
instance, relate to characteristics of its origin, generation
and/or ownership.
[0036] A document 10 may have any number of labels 12 associated
with it, though in this example three labels 12A, 12B, 12C are
used. The first label 12A indicates the business context of the
document 10 (e.g. HP Labs, HP Research or HP Corporate), the second
label 12B indicates whether the document is PUBLIC or CONFIDENTIAL
and the third label 12C indicates the document type (e.g. technical
report, conference paper, invention submission, business proposal,
memo etc.
[0037] In step 22 of FIG. 2, the document 10 and associated labels
12 are submitted to document storage specification generator 2 and
in step 24 storage specification templates for the labels 12
associated with document 10 are obtained from storage specification
template database 4.
[0038] Associated with each label 12A, 12B, 12C is a storage
specification template in storage specification template database
4. A storage specification template incorporates a standard
internal structure in which a plurality of fields is specified. For
a specific label 12A, 12B or 12C, generally only certain fields in
the storage specification template are instantiated with some value
(which need not be a numerical value).
[0039] By way of example the following fields may be available in a
document storage template:
[0040] 1. Retention (Value=number of years)
[0041] 2. Access control (Value=public, HP Labs, HP Corporate, HP,
HP and specified third party)
[0042] 3. Number of replications (Value=number)
[0043] 4. Encryption (Value=none, password, RSA)
[0044] In step 26 rules database 6 resolves conflicts that can
arise in relation to the specification template hierarchy by
applying inheritance conflict resolution rules from hierarchy rules
6A. A given template specification can be part of a hierarchical
template specification structure. Hierarchy rules 6A include a
hierarchy database detailing which templates fall above or below
another given template in a hierarchy. Generally this will relate
to the business context label 12A, but other hierarchies can exist.
In this case, for instance a specification template generated from
a label 12A with HP Labs as the business context may form part of a
specification template hierarchy with HP Research and HP Corporate,
respectively, specification templates above it. Again, the
comparison between specification templates is made, conflicts are
determined and hierarchy rules 6A are invoked to resolve such
conflicts as described above. Generally, hierarchy rules 6A will
provide that the relevant field corresponding to a specification
template higher in the hierarchy will prevail, but this need not
always be the case. For instance, it may be specified that
retention period shall always be the longest in any relevant
template specification. Similar considerations apply to, for
instance, an encryption key length whereby the longest defined in a
particular hierarchy chain will, generally, be used.
[0045] It is noted that conflicts between hierarchy levels can be
resolved without first identifying whether a conflict exists. The
hierarchy rules 6A can be used simply to overwrite any
conflicts.
[0046] In step 28, and after any hierarchical conflicts have been
resolved, rules database 6 compares the storage specification
templates relevant to labels 12 with one another and determines
whether any conflicts arise (step 30). Some of the initial storage
specification templates may have been overridden by the hierarchy
conflict resolution. This is a determination of inter-label storage
specification template conflict. Rules database 6 contains
inter-label storage specification template conflict resolution
rules 6B to deal with such conflicts.
[0047] Thus, by way of example, if the business context label 12A
is HP Labs the corresponding storage specification template for
that label may indicate that those documents are to be retained for
three years and access control shall be restricted to HP Labs, with
RSA encryption. However, if the label 12B is "CONFIDENTIAL" the
retention may be for four years, access control is to HP Labs and a
given third party, and there is no encryption specified. Thus
between the storage specification template for labels 12A and 12B
there are conflicts in terms of retention period (three years as
opposed to four years), access control (HP Labs as opposed to HP
Labs and a specified third party) and encryption (RSA as opposed to
none). The inter-label storage specification conflict rules 6B
specify what happens when these conflicts arise. For instance, for
conflicts in relation to retention the relevant conflict rule may
be that the document retention is specified as the longest period
in any template; access control may default to the most restricted
access and encryption may default to the most secure specified in
any relevant specification template.
[0048] It will be appreciated that the actual conflict resolution
rules in any given application are a matter of choice for the
designer.
[0049] These are merely examples of the many conflicts that could
arise.
[0050] Generally, rules database 6 will determine that a conflict
exists between two storage specification templates if for the same
field a different value is present in another relevant
specification template; relevant specification templates being
either inter-label specification templates or hierarchical
specification templates. However, more complex conflict rules may
be established such as values in one field only being permitted for
certain values in another field.
[0051] Once a conflict has been determined, the rules of rules
database 6 are invoked to enable such conflicts to be resolved
(step 32 in FIG. 2). The way in which the reconciliation between
conflicting storage templates is resolved can vary from case to
case.
[0052] If after all conflicts have been resolved there remain
uninstantiated fields in storage specification 16 then, according
to the rules database 6 these can be left blank, populated
according to default rules in the rules database 6 (e.g. if no
retention period is specified, keep for 6 years) or a query can be
addressed to a user via a user interface for them to instantiate
the field. Thus, a further rule in rules database 6 may be that
un-instantiated field values in the final storage specification can
be instantiated by the user. However, only non-conflicted values
will be permitted. This can be ensured by, for instance, providing
the user with a drop down selection of permitted values or
determining for each user entry whether a conflict exists and, if
so, rejecting the user entry.
[0053] If a conflict is identified in step 30 but according to
rules database 6 there does not exist a conflict resolution rule, a
user query is generated via a user interface.
[0054] Once any specification template conflicts have been
resolved, a final storage specification 14 is generated for the
document 10 by instantiating the relevant fields of the storage
specification according to the output of the rules database 6 (step
34 in FIG. 2). The document 10 and associated storage specification
14 can then be output from the apparatus 2 and stored in document
repository 16 (step 36 in FIG. 2).
[0055] The storage specification templates, and the final storage
specification 16, can be documents based on an XML representation.
Their structure is, in effect, predefined but the values can be
instantiated according to the requirements of a particular
application and storage system.
[0056] Referring to FIG. 3 of the drawings that follow, the
document storage specification generator apparatus 2 is typically
embodied in a computer apparatus 38 comprising a memory 40, a
processor 42 a screen 44 and a peripheral input device 46 (e.g. a
keyboard). A computer program (indicated schematically at 48) in
memory 36 operates the computer apparatus 38 according to the
present invention. The screen 44 and peripheral input device 46 act
as a user interface. Queries are addressed to a user via screen 44
and the user can make inputs using peripheral input device 46.
[0057] In an alternative, simplified embodiment, the labels 12 may
be used to generate storage specification fields that may be
independent of predetermined storage specification templates.
[0058] Documents 10 and/or labels 12 associated therewith can be
input via any suitable input channel e.g. from a hard drive, a data
carrier (e.g. a CD-ROM), via the internet etc.
[0059] Elements of the computer apparatus may be located in
separate computer nodes in a distributed electronic network such as
the internet, a local area network or a wide area network.
[0060] Reference in this specification to a "database" does not
require storage in a dedicated database application, though often
this will be convenient, only that it be a repository for the
relevant data.
[0061] Thus, embodiments of the present invention can provide fast
and automatically generated storage specifications for documents
having complex specification templates associated therewith and can
reconcile associated conflicts therebetween.
[0062] The reader's attention is directed to all papers and
documents which are filed concurrently with or previous to this
specification in connection with this application and which are
open to public inspection with this specification, and the contents
of all such papers and documents are incorporated herein by
reference.
[0063] All of the features disclosed in this specification
(including any accompanying claims, abstract and drawings), and/or
all of the steps of any method or process so disclosed, may be
combined in any combination, except combinations where at least
some of such features and/or steps are mutually exclusive.
[0064] Each feature disclosed in this specification (including any
accompanying claims, abstract and drawings), may be replaced by
alternative features serving the same, equivalent or similar
purpose, unless expressly stated otherwise. Thus, unless expressly
stated otherwise, each feature disclosed is one example only of a
generic series of equivalent or similar features.
[0065] The invention is not restricted to the details of the
foregoing embodiment(s). The invention extends to any novel one, or
any novel combination, of the features disclosed in this
specification (including any accompanying claims, abstract and
drawings), or to any novel one, or any novel combination, of the
steps of any method or process so disclosed.
* * * * *